Assistant Manager, Event Operations

Job Description

Job Description

Role: Assistant Manager, Event Operations

Reports to: Event Operations Manager

FLSA Status : Salaried, Full Time, Exempt (40 hours)

Location/Hours: On Site, New Canaan, Connecticut, Tuesday to Saturday, 5 days per week. Weekends and Evenings as needed for event execution

About Grace Farms

Grace Farms is a cultural and humanitarian center in New Canaan, Connecticut, that brings people together across sectors to explore nature, arts, justice, community, and faith at the SANAA-designed River building and Barns on 80 acres of publicly accessible natural landscape. Since opening in 2015, it has garnered numerous prestigious awards for contributions to architecture, environmental sustainability, and social good and has become a destination for arts, culture, and community. Grace Farms has welcomed 1 million visitors from around the world to experience innovative programming in music, visual and performing arts, while fostering contemplation and connection through architecture and nature.

Grace Farms' humanitarian work includes leading the Design for Freedom movement to eliminate forced labor in the building materials supply chain and advancing initiatives to foster more grace and peace locally and globally. This commitment extends to Grace Farms Tea and Coffee, a certified B Corp that models ethical and sustainable sourcing while supporting Design for Freedom.

The integration of cultural programming and humanitarian action reflects Grace Farms' collaborative approach to generating new outcomes and meaningful change.

Responsibilities Include:

• Assist the Event Operations Manager with the planning and work order creation of a wide range of on-site events including, but not limited to space grants, public programs, receptions, dinners, summits, film festivals, musical performances, etc.
• Under the direction of the Events Operation Manager, proactively seek, synthesize and communicate collected information regarding each event/program from, and to, a variety of sources to ensure that all are appropriately briefed and provided with the information they need to execute successfully on each event and program.
• Execute all major aspects of event management from planning through completion for a high volume and variety of on-site events and programs.
• Assist in the coordination of logistics for events, including timelines, vendor arrangements (for artist rider specifications), setup and teardown, and collaboration with internal teams to ensure successful execution of each event.
• Provide direction to and work collaboratively with internal teams, partners, vendors, contractors and key staff for operational logistics.
• Serve as Point of Contact for program owner and Day-of-Event Lead. Responsible for ensuring successful event attendee experience by providing and modeling outstanding customer service and addressing any issues that arise to ensure a positive experience for all visitors.
• Manage communications with presenters and hosts to ensure they have the necessary equipment, connectivity, and schedule technical rehearsals as needed and ensures that all travel, hospitality and lodging details are secured and up to date.
• Be present for, and an active participant in event setup, execution, and breakdown, overseeing vendor operations, guest flow, and overall logistics. Ensure that all event elements are executed to the highest standard and that they align with the Foundation's standards and values.
• Other duties as assigned.

Skills/Abilities:

• Strong interpersonal, administrative, and communication skills, and the ability to execute tasks with a high degree of professionalism and excellence, especially under pressure. Proven ability to ensure that all administrative duties are delivered with efficiency, high quality and in a timely manner.
• Must exhibit a strong ability to re-prioritize tasks on-the-fly while making sound, independent decisions that are consistent with the organization's mission, values and aesthetic direction.
• Possess a confident customer service orientation, and professional demeanor. Must be comfortable in a front of house position, and able to handle the unexpected stressors with grace.
• Demonstrated competencies in fact finding, planning, problem solving, logical and innovative thinking.
• Must be proficient in Microsoft Office, Outlook, and Excel. Mac skills preferred.
• This position will work on site in New Canaan. Must have flexible schedule, as well as the willingness and ability to work nights and weekends as needed.

Education/Experience:

• Bachelor's Degree in Hospitality, Event Management, Production Management or Communications preferred.
• Minimum of three (3) years of event planning/management for cultural institutions or corporate spaces with a proven track record of success. Not for profit experience a plus
• Experience working with A/V equipment and a strong understanding of technical event logistics is preferred.

Physical Requirements:

• Ability to lift up to 25 lbs, bend, climb stairs, and stand for an extended period of time.
• Comfortable working indoors and outdoors in varying weather conditions depending on event needs.

Benefits

Grace Farms offers a comprehensive and competitive benefit package that includes tuition reimbursement, a 403(b)-retirement benefit with an organization match, along with different medical plans, including dental and vision plan, 100% employer-paid basic life insurance and short-term disability. We encourage our staff to take time-off to rest and recharge and provide PTO, sick, and personal days as well as 11 paid holidays. All staff are welcome to explore the beautiful 80-acres of our preserved land and may take part in any of the numerous public events on-site.

Grace Farms is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.